QA Higher Education Refurbishment Launch Event Project Plan

Desklib provides past papers and solved assignments for students. This project details a successful launch event.

Project Management
2019

Contents
Introduction......................................................................................................................................3
Project Initiation Document.............................................................................................................4
Objective......................................................................................................................................4
Budgetary.....................................................................................................................................4
Timescales....................................................................................................................................5
Approach......................................................................................................................................5
 Initialization......................................................................................................................5
 Knowledge Gathering.......................................................................................................5
 Designing and Planning....................................................................................................5
 Event Execution................................................................................................................5
Key Staff......................................................................................................................................5
Stakeholders.....................................................................................................................................6
Stakeholder Analysis table...........................................................................................................6
Work Breakdown Structure.............................................................................................................8
Team Management..........................................................................................................................9
Risk Management..........................................................................................................................10
Risk Analysis.............................................................................................................................10
Event Report..................................................................................................................................12
Need for a better Leadership......................................................................................................12
The methodology that can be used in the case study.................................................................12
Waterfall method:...................................................................................................................12
Agile method:.........................................................................................................................12
Prince2 Method:.....................................................................................................................13
Conclusion.....................................................................................................................................14
References......................................................................................................................................15

Introduction
Event management is the key activity to be performed before the conduction of any large-scale
event. In the creation and development of any event, the event manager assures quality and on-
time execution of the event. In this event management project, the main focus is on the
advertisement and publishing of the newly refurbished classrooms and labs of QA higher
Education in the London Premises. The event should be developed in such a way that it displays
the availability of the latest facilities and technologies to the students as well as staff. It should
also be able to attract new students and make the university more competitive.

Project Initiation Document
Objective
QA Higher Education is a known education provider and it works with many universities to
improve education knowledge delivery. QA Higher Education has completed the refurbishing of
all the classrooms and labs. The goal of this refurbishment is to provide the students and staff
with an excellent learning environment and access to the latest technology to support their
learning process. The main idea behind organizing the event is to launch the refurbished campus,
to promote the university, to attract new students and to celebrate the success of the project.
Budgetary
The pre-planning of the launch gives the idea of the funds required in the execution of the event
successfully. This estimated capital requirement forms the basis for the project budget. The cost
of implementation of all the processes should not exceed the budget. The launch event is to be
successfully conducted under the proposed budget of £50,000. This budget includes all the
following:
 Planning and management cost
 Advertisement / Marketing cost
 Food and Beverages cost
 Invitation cost
 Designing cost
 Decoration and Catering cost
 Staff and Employee salary
 Transportation and delivery cost
 Security cost
Timescales
Defining a timescale and generation of time-table is mandatory for dividing tasks. These tasks
need to be performed and completed in the given interval of time. The scheduling of all the tasks
is necessary in order to complete the preparation of the event in time. The event planning and

organization needs to be completed a few days before the event day. This would help in the
testing of all the plan of actions and make sure that all the department are working properly and
efficiently.
Approach
The approach for successful event management can be divided into four different phases. These
phases are as follows:
 Initialization – First we develop the aim of the event and identify its needs. The idea is
then generated for the event, which is very necessary. This phase also includes the
determination of the timeframe and the event date.
 Knowledge Gathering – This phase includes identifying the project planner and
stakeholders, material resourcing, requirement modeling, financial modeling, etc.
 Designing and Planning – The planning involves designing outline, assigning tasks,
budget assessment, scheduling tasks, deciding the menu and generating a risk
management plan.
 Event Execution – The final event day comes in this phase. All the execution, addressing
the audience and managing proper functionality of the event is carried out in this phase.
Key Staff
The key staff of the launch event is QA Higher Education and the main sponsor who is the
Managing Director represented on the project by the Director of Operations. The MD is the main
key sponsor of the launch event. However, timely execution and success are assured by the
Event Planner and the Event Manager. The Managing Director can be referred to as the key
member of the event.
Stakeholders
The initiative of the authorities of QAHE had a great impact on the launch event. The event and
its impact on the working and growth of the university can be observed by a thorough assessment
of the quality of teaching and learning in the university. This major growth in the system
satisfaction of the students and faculties is the result of the refurbishment done by the
stakeholders. Any mistake by these stakeholders would have resulted in incomplete and

improper execution of the project. Some of the stakeholders need to be mentioned for their
contribution to the event. These names include the mind behind the project; Thomas Clarke
(Managing Director), the owners of the QA Higher Education group, the company that took the
responsibility of the refurbishment.
Stakeholder Analysis table
Internal Stakeholders Objectives Project requirement
Managing Director  Execution and
organization of
refurbishment launch
event.
 Sponsoring the event.
 Advertisement and profit
Generate the idea of the
refurbishment and
execution of the project
with the help of sponsors
and advertisement plan.
Event Planner &
Manager
 Creating a plan of action
 Assuring successful
completion
Proper planning needs to
be done before the actual
execution of the project or
event.
Staff  Job assurance
 Better payment and salary
In order to maintain proper
working and completion of
the event, the staff is
required.
Security Service  Maintaining proper
execution.
 Salary assurance
Security should be there to
avoid illegal activities such
as trespassing, misconduct,
etc.
External Stakeholders Objectives
Student  Better learning environment
 Knowledge about the refurbishment
 Information and exposure to the latest
technology.
Teachers  Better teaching facilities
 Improvement in salary

Material suppliers  Business expansion
 Timely payment
Catering service  Daily Wages
 Expansion of the business
Technical experts  To maintain the technical
functionalities in proper order.
 Avoiding technical flaws and delays
in the event.

Work Breakdown Structure
A WBS (Work Breakdown Structure) is used to divide any particular project into multiple plans
of actions and activities. This process helps a project planner to develop a project properly. The
main task of the Work Breakdown Structure is to generate a framework of the entire event,
identify tasks, assign tasks to staff members and plan the activities accordingly. The WBS
divides a project into different sub-tasks which need to be separately examined. The work
breakdown structure not only identifies the project planners or stakeholders but it also identifies
various other tasks that help in 100% output from the event.

ID Task
Mode
Task Name Duration Start Finish
1
2 QAHE Launch Event 28 days Tue 8/6/19 Thu 9/12/19
3 1. Initialization of Event6 days Tue 8/6/19 Tue 8/13/19
4 1.1 Developing
event aim
1 day Tue 8/6/19 Tue 8/6/19
5 1.2 Idea generation 2 days Wed 8/7/19Thu 8/8/19
6 1.3 Identifying
event needs
1 day Fri 8/9/19 Fri 8/9/19
7 1.4 Assigning task to
event workers
1 day Mon
8/12/19
Mon
8/12/19
8 1.5 Establishing
timeframe
1 day Tue
8/13/19
Tue
8/13/19
9 1.6 Initialization
complete
0 days Tue
8/13/19
Tue
8/13/19
10 2. Gathering
Knowledge and
Requirements
10 days Wed
8/14/19
Tue
8/27/19
11 2.1 Identifying the
actions needed to
achieve the goal
1 day Wed
8/14/19
Wed
8/14/19
12 2.2 Material
resoursing.
3 days Thu
8/15/19
Mon
8/19/19
13 2.3 Requirement
modeling&
gathering
2 days Tue
8/20/19
Wed
8/21/19
14 2.4 Indentifying
project panner,
stakeholders and
consultants
1 day Thu
8/22/19
Thu
8/22/19
15 2.5 Financing and
sponsorship
gathering
3 days Fri 8/23/19 Tue
8/27/19
16 2.6 Gathering
complete
0 days Tue
8/27/19
Tue
8/27/19
17 3. Designing event plan8 days Wed 8/28/19Fri 9/6/19
18 3.1 Designing event
plan
2 days Wed
8/28/19
Thu
8/29/19
19 3.2 Budget and cost
evaluation
1 day Fri 8/30/19 Fri 8/30/19
20 3.3 Developing WBS 1 day Mon 9/2/19 Mon 9/2/19
21 3.4 Creating event
schedule and
hireing task
managers
2 days Tue 9/3/19 Wed 9/4/19
22 3.5 Deciding menue
for food and
refreshments
1 day Thu 9/5/19 Thu 9/5/19
23 3.6 Risk
management plan
1 day Fri 9/6/19 Fri 9/6/19
24 3.7 Planning
complete
0 days Fri 9/6/19 Fri 9/6/19
25 4. Event Invitation 3 days Mon 9/9/19Wed 9/11/19
26 4.1 Design
Invitation& Guest
list
1 day Mon 9/9/19 Mon 9/9/19
27 4.2 Distribution of
Invitation cards
2 days Tue
9/10/19
Wed
9/11/19
28 4.3 Invitation
complete
0 days Wed
9/11/19
Wed
9/11/19
29 5. Event Execution and
Monitoring
1 day Thu
9/12/19
Thu
9/12/19
30 5.1 Event Day 1 day Thu 9/12/19Thu 9/12/19
31 5.2 Monitoring
proper execution of
event
0 days Thu
9/12/19
Thu
9/12/19
32 5.3 Completion of
event
0 days Thu
9/12/19
Thu
9/12/19
Event Planner
Event Planner
Event Planner
Event Planner
8/13
Event Planner
Event Manager
Event Planner
Event Planner
Finance Manager,Event Manager
8/27
Event Planner
Finance Manager
Event Planner
Event Manager,Event Planner
Event Manager,Event Planner
Event Planner
9/6
Invitation Designer
Event Manager,Invitation Cards[1]
9/11
Event Manager,Refreshments &
9/12
9/12
1 3 5 7 9 11 13 15 17 19 21 23 25 27 29 31 2 4 6 8 10 12 14 16
August 2019 September 2019

Work Breakdown Structure
Team Management
Team management is the act or process of governing various members in a group having
different goals and objectives for any project. In this section, the task and role-play of the major
entities which are working as a single unit in order to make the launch of the refurbishment
through a major event are shown. The key staff or members involved in the team management

are responsible for the execution of this event. These planners and managers have a great impact
on this event management 0061nd their contribution is mentioned.
Risk Management
Risk management can be defined as the impact of uncertainty on objectives of an event or a
project. With the great diversity of events to be organized there is also some risks that are
introduced. There are many events which can give birth to dire consequences if not managed
properly. But before any risk generation and event execution, there is some time to manage the
risks associated with the event. The risk can be managed far better before the actual event using
risk management tools and activities.
Risk Analysis
Risk analysis can be done identifying the risks, their impact, and actions that need to be taken to
avoid them.
Risk Types Impact on the
event
Actions required and who will take responsibility to
manage the risk
Absence or
inability of the
project planner
due to health or
other related
issues.
High Impact on
the event.
This risk can be easily avoided by assigning another
employee as a subordinate of the event planner who
will be with the event planner all the time to
understand the working. He can be assigned the rest
of the planning work in the absence of the main
event planner.
Absence or
failure of the
event manager to
attend the event.
High impact The task of the event manager is equally important
as that of the event planner and thus the risk of not
having the event manager at the time of need, cannot
be taken. Thus, there should be an assistant event
manager ready to take the responsibility at any time.

Number of guests
attending the
event more than
that was expected
Medium to high
Impact
To avoid such issues, proper invitation checking and
validation must be done before letting the guests in.
And some extra resources and services must be made
available.
The absence of
the event Host
High Impact There should be more than one host available at the
event so that if one fails to fulfill his task, the other
can take over.
The fewer
number of
security officials.
Low Impact The security company should be warned in advance
about the staff requirement and if the security is
provided by the university officials, then proper
attendance should be forced.
Late delivery of
food, beverages,
gifts, and other
requirements.
High Chances All the requirements and resources should be
purchased and brought to the event venue at least
one day before the event.
Coordinator
unavailable
Medium
Chances
Volunteers should be able to handle the event on
their own so that the absence of any task coordinator
does not affect the event.
Failure in
working of
electronic
instruments
Medium impact To maintain flawless execution of the event, working
of all the instruments and devices must be checked
before their actual implementation in the event.